Why structured user management matters
SA
Sam Alvarez · Sales Operations
"I just hired three new reps and promoted one to team lead. I need their access sorted before their first call this afternoon — not after a week of back-and-forth IT tickets."
Getting access wrong is costly either way. Give someone too little access, and they're blocked from doing their job. Give them too much, and sensitive data ends up in front of people who shouldn't see it.
What this means for you
New hires are productive from their very first login, with access that always matches their role. No giving out more access than needed "just in case," and no waiting on IT.Anatomy of a user account
Every user's access comes from three things working together — not one single all-or-nothing setting:
| Ingredient | Controls |
|---|---|
Role — ADMIN, MANAGER, or SALES_USER | ADMIN skips all profile checks completely and can do anything. The other two roles follow whatever their Profile allows |
| Manager (only set for Sales Users) | Sets up the reporting chain used for "sharing-by-role" — a manager automatically sees the records that belong to the people who report to them |
| Profile | Controls exactly which objects, fields, apps, and tabs the user can see or edit (covered in depth in the Profiles & Permissions trail) |
One detail you can't change later
A user's username is locked in at creation — it can never be changed afterward. Email, name, role, manager, and profile, on the other hand, can all be edited any time.Deleting a user does not delete the records they created. That history stays intact — the original username is kept as the "created by" value, even after the account itself is gone.
1 Onboard a new Sales User
Open User ManagementGo to Setup → Users → New User.
Fill in the basicsFirst and last name, email, username, and a temporary password.
Set the roleChoose SALES_USER — this reveals the Manager field on the form.
Assign a manager and profilePick their reporting manager, then attach the right Profile (for example, "Standard Sales User").
Save and verifyLog in as the new user (or ask them to), and confirm they land with exactly the tabs and data their profile grants — nothing more.
Try "My Team"
Log in as the manager you just assigned and check the "My Team" view. It should show the new hire as a direct report.Day-to-day: sales ops / HR
Onboard on hire dayCreate the account before the new hire's first shift so there's no waiting.
Update on a promotionChange role, manager, and profile as people move up — no need to recreate the account.
Day-to-day: managers
Check "My Team"Confirm new direct reports show up correctly after they're assigned to you.
What to try next
Look at the Profiles & Permissions trail for a deeper dive into exactly what a Profile controls.Test what you learned
1. Which field only shows up on the form when a user's role is set to SALES_USER?
Profile
Manager
Email
2. What happens to the records a user created, after their account is deleted?
They are automatically deleted too
They are reassigned to the Admin automatically
They remain, with the original username preserved as an orphaned "created by" value